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Each new edition of Microsoft Word is easier to use. Microsoft Word 97 is even easier to use than Word for Windows 95, and its menus and toolbars are even more compatible with the menus and toolbars of other applications in the Microsoft Office suite. More importantly, Word 97 can now help you work with others in your workplace and can communicate over corporate intranets and the Internet.

This new capability to work in groups, work over the Internet, and gather information could change the nature of how we learn, how we work, and how companies are structured. The printing press was a catalyst of the same magnitude. The break-away from a dominating church, the development of independent and scientific thought, and the rise of new constructs in philosophy are all linked by historians and philosophers to the explosion of information brought about by the printing press. The changes we see over the next decade may be as significant. Word 97 is designed to help you ride this wave of change. It can even help you write a better letter.

Why You Should Use this Book

Word 97 is an important upgrade from Word 95. In addition to the important inclusion of Web browsing and publishing, Word has again become easier to use. Throughout the book, new features specific to Word 97 are marked by a New Feature icon (shown at the right of this paragraph). If you used Word before, watch for these icons so that you can quickly learn about new features. If you used a previous version of Word, you should read Chapter 1, "Word Processing Power in Word 97." It catalogs the major new features in Word 97.

If you're an experienced user of Word, this book gives you quick access to new features-both in Chapter 1, where we summarize new features, and throughout the book, with New Feature icons to help you see what's new at a glance. If you're new to Word, or if you're moving to Word 97 from an older version, this is a complete guide to using Word 97 efficiently and productively. The authors and contributors are experts in Microsoft Word and other applications in the Microsoft Office suite. They have added their tips, tricks, and troubleshooting to help you get more out of Word 97.

Why You Should Use Word

Many reasons exist for choosing Word as your word processor, including its wide array of features, accessibility, power, and capability to exchange data and graphics with other Windows applications. If you're standardizing on a word processor, Word is the preferred choice. For those of you already using one or more word processors, Word can increase productivity and decrease support costs.

Word Has Accessible Power

Word is the industry's most powerful word processor, but it also has features that make it the easiest to use and the easiest for which to get help.

Most people do not need or use advanced word processing features regularly. On most days, you want a convenient word processor that doesn't get in the way. Word toolbars, shortcut menus, and excellent online help make it one of the easiest word processors to learn. You can also customize the screen display and menus to make the program even more straightforward and easy to use. Although Word's advanced features don't get in the way, they are there to handle any type of specialized work you need, such as drawing on a document, outlining, importing, or linking to mainframe database, desktop publishing, and much more.

Even if you use a feature only occasionally, Word makes it easy to learn or remember the feature. The toolbars shown in Figure I.1, for example, enable you to click a button to choose the most frequently used commands, such as opening or saving files, inserting bulleted lists, making tables or columns, or formatting for bold with centered alignment. You can even customize the toolbar to fit your needs by adding or removing buttons for specialized commands.

Figure I.1. Select text and click buttons on toolbars to execute many commands.

Word Works in the Windows 95 Environment

If you know any other Windows 95 application, you already know how to use Word menus and commands, choose from dialog boxes, use the Help window, and operate document windows. Another advantage of Windows is that you can easily transfer data between applications, embed graphics or text in a Word document, or link graphics or text between applications. Figure I.2 shows a Word 97 document linked to Microsoft Excel 97 charts and tables. You can easily switch between the two applications.

Figure I.2. You can paste, link, or embed data from other Windows applications so that your word processor gives you the capability to integrate data from many different sources.

Word 97 is well integrated with the other applications in the Office 97 suite. For example, you can embed charts, graphics, worksheet ranges, or other objects in a Word document. When you activate those objects, Word's menus and toolbars change to the menus and toolbars necessary to edit or format the object.

Word Helps You Work in Groups

Word makes it easier. Tracking all the changes and revisions that occur in group projects can be tough, but with Word's change tracking and comments features and the Reviewing toolbar, it is much easier to integrate ideas from your entire workgroup.

Word Publishes and Browses the Internet

Nowadays, the Internet and corporate intranets are concepts that are hard to avoid. They represent an entirely new way to publish and access information. With Word 97, instead of having to exit what you are doing to go to a browser and get on the Web, you can browse through linked Office documents or the World Wide Web right from within Word.

Word 97 also includes new Web authoring tools. You can insert simple hyperlinks into Word documents that enable you to jump between Office documents with a click—or you can use the full power of the authoring tools and create your own Web pages. You can use them as your own startup pages for your browser—or create your own Web pages for publishing on the World Wide Web.

Word Shows You Results

Word enables you to zoom from a 25 to 500 percent view of your document. If you are using the new Microsoft IntelliPoint mouse, you can zoom in or out of your document with the mouse wheel, located between the two mouse buttons. You can edit and format text or move framed objects while you are in any zoomed view. If you are using TrueType fonts, you are guaranteed to see what will print. Word has the features necessary to do most desktop publishing. Figure I.3 shows a document zoomed out to show an entire page.

Figure I.3. Word has the desktop publishing capabilities to satisfy most business and personal needs.

Word Reduces the Need for Technical Support

Word 97 contains the Office Assistant, an intelligent guide that monitors your work and proposes help when appropriate. There are many different personalities for Office Assistant, so make sure you find one that you like. In addition to the Office Assistant, Word has extensive help files you can use to get an overview of a procedure. To go immediately to a step-by-step guide or to use key words to search for help, choose the Help, Contents and Index command.

Word Helps WordPerfect Users

If you're moving to Word from WordPerfect, Word will translate your documents and graphics, and even give you special help to learn how to use Word. When you install Word, or at any later time, you can turn on the capability to use WordPerfect menus and navigation keys. While the WordPerfect help system is on, you can press a WordPerfect key such as Ctrl+F8 for fonts and the WordPerfect Help dialog box, shown in Figure I.4, will appear with the appropriate WordPerfect menu. (Figure I.4 shows the highest level WordPerfect dialog box.) Use the same keystrokes you would use in WordPerfect. When you finish making menu choices, Word displays a note describing what to do, or actually makes the Word menu and dialog choices for you. As you watch it make the correct choices, you learn how to use Word.

Figure I.4. WordPerfect users can retrieve their WordPerfect documents and get extra help with commands.

If you are a professional typist who likes a clean, clear screen to work on, you can choose View, Full Screen to remove the menu bar, status bar, scroll bars, ruler, ribbon, and toolbar so that the Word screen is clear. Pressing Esc or clicking the Full Screen button returns the screen to its original view.

Working with Word 97

Word 97 has features that fit many working environments. Even beginning and intermediate operators can customize Word to fit specific job needs. This section includes several examples of the many types of documents you can produce with Word.

Word Processing in Daily Business

Word makes repetitive work very easy. Business typists of all skills and levels will find Word's features oriented to help them in their daily business work. Some of Word's general business features are:

  • Search through news and business sources on the Internet.

  • Get technical support and software updates from the Internet.

  • Automatically format standard types of documents with the AutoFormat command.

  • Use template wizards to guide you through building brochures, newsletters, letters, and so on.

  • Create forms that contain pull-down lists and check boxes to replace your office's printed forms.

  • Use Print Preview or Page Layout views to see results before you print.

  • Use the mail-merge capabilities that guide you through mailings and labels.

  • Automatically generate envelopes.

  • Use templates to hold repetitive documents, formatting styles, macros, text you want entered automatically, and shortcut keys.

  • Choose the symbol for foreign languages or special characters like trademarks from a table.

  • Insert tables that look like spreadsheets by clicking a toolbar button.

  • Format numbered and bulleted lists by clicking a single toolbar button.

  • Add toolbar buttons for the commands you use frequently.

  • Include Portrait (vertical) and Landscape (horizontal) pages in the same document.

  • Automatically spell check documents as you type and suggest correct spellings.

Word Processing for Legal and Medical Documents

Legal and medical documents present unique word processing requirements. Word is built to handle these specialized situations:

  • Search through medical and legal abstracts on the Internet.

  • Create pleadings with the Legal Pleading Wizard.

  • AutoText to eliminate typing long words and repetitive phrases.

  • Outliners, which are one of the best available.

  • Tables of authorities and automatic cross-referencing.

  • Annotations, hidden text, and revision marks.

  • Numbered lines with adjustable spacing.

  • Inserting graphics or pictures.

  • Drawing directly on the document with drawing tools.

Word Processing for Scientific and Technical Documents

When you write scientific or technical papers, you need to include references, charts, tables, graphs, equations, table references, footnotes, and endnotes. Word 97 will help your technical documents with the following:

  • Stay current with research in your field by searching the World Wide Web and FTP sites from within Word.

  • An equation editor that builds equations when you click equation pieces and symbols.

  • Drawing and graphing tools built into Word 97.

  • The capability to insert many different types of graphics files, as well as AutoCAD files.

  • Spreadsheet-like tables for data.

  • Mathematics in tables.

  • Embedding or linking with Excel, the leading Windows worksheet software.

Word Processing for Financial Documents

The reader's initial impression of a financial report comes when you turn the first page. Word gives you on-screen tables (similar to spreadsheets) and links to Microsoft Excel and Lotus 1-2-3 worksheets and charts. You will find the following productive features:

  • Embed worksheets and Excel charts in Word documents and edit them with Excel menus and toolbars.

  • Commands and structure very similar to Excel.

  • The capability to operate Excel or Lotus 1-2-3 and Word simultaneously and switch between them.

  • The capability to embed Excel worksheets so that they can be updated within the Word document.

  • The capability to link Excel or Lotus worksheets so that changes in the original worksheet appear in the Word document.

  • Row-and-column numeric tables that can include math.

  • The capability to use Microsoft Query to download and link to mainframe or server data.

  • Borders, shading, and underlining to enhance columnar reporting.

  • Tables and charts linked to other Windows applications.

Word Processing for Graphic Artists and Advertising

Creating page layouts and advertising design once required two applications: a word processor and a desktop publishing program. Word combines both. Although Word doesn't have all the "free-form" capabilities of a publishing application like Quark XPress or Aldus PageMaker, Word 97 still gives you all the capabilities you're likely to need to create a wide variety of documents, both in electronic and print media, including:

  • Web pages published with Word's Web authoring tools.

  • Downloadable graphic files from Microsoft's free Web art site.

  • Wide range of graphic file import filters.

  • Access to the Microsoft ClipArt Gallery.

  • Text wrap-around graphics.

  • Movable text or graphics.

  • Borders and shading.

  • Parallel or snaking columns that include graphics.

  • Print Preview or an editable Page Layout view that zooms 25 to 200 percent in VGA resolution.

  • Compatibility with PostScript typesetting or pre-press film-generating equipment.

  • Linking of body copy and graphic files into a single, larger master document.

  • Drawing directly in the document.

  • Automatic captions and callouts that can be tied to the graphic or position.

Word Processing for Specific Industries

Word 97 is a fully customizable word processor. Therefore, industry associations, custom software houses, and application developers can tailor Word features to fit the needs of specific vertical industries or to integrate with their own custom applications. For example, they can create custom menus, toolbars, and shortcut keys that operate existing commands or run programs written in Word's Visual Basic for Applications programming language. To aid developers, Word includes the following:

  • Visual Basic for Applications, based on Visual Basic, the most widely used personal computer language in the world.

  • A macro recorder and editing tools.

  • Customizable toolbars, menus, and shortcut keys.

  • AutoText for industry-specific terms.

  • Customized templates to package documents with customized features.

  • Industry-specific, personal, and foreign language dictionaries.

  • Control of Word features and documents from programs written in Excel, Access, or Visual Basic.

  • Integration and data exchange with other Windows applications.

How this Book Is Organized

Word 97 is a program with immense capability and a wealth of features. If approached correctly, it is straightforward and easy to learn. This book is organized to help you learn Word quickly and efficiently.

If you are familiar with Word 6 or Word 95, you should scan the table of contents for new features and look through the book for pages marked with the 97 icon that marks new features. Many Word 6 and Word 95 commands have been moved so that they are more accessible to the average user and so that Microsoft Excel and Word have a similar menu structure.

Special Edition Using Microsoft Word 97 is organized into the following parts:

Part I helps you learn the fundamentals of Word 97 that you will need for basic letters and other documents, and gives an overview of the new features in Word 97. Even if you are very familiar with Word 6 or Word 95, you will want to look at Chapter 1 to get an overview of Word's most powerful features and learn about the new features available in Word 97. Chapters 2 through 6 describe the basics you will need to know for opening, creating, editing, and saving documents. Chapter 7 describes proofing tools such as Word's spelling checker, thesaurus, and grammar checker. Chapter 8 closes Part I by showing you how to preview and print your document.

Part II shows you features that help format your documents. You begin by learning how to format characters in Chapter 9. Chapter 10 then describes how to format lines and paragraphs with such features as alignment, indentation, and borders. One of the most useful chapters in Part II is Chapter 11, "Using Styles for Repetitive Formats," which tells you how to take advantage of the many benefits of using styles for documents with repetitive elements such as headings, titles, and so on. Chapter 12 describes how to use multiple columns if you need to create newsletters, brochures, or scripts. Finally, Chapter 13 describes how to set overall page layout with such things as margins, page orientation, numbering, and type of paper.

In Part III, you learn about one of Word 97's most exciting new features—how to publish Web pages and browse the World Wide Web. Chapter 14 shows you how to use Word's Web publishing tools to create impressive Web pages that include hyperlinks, graphics, textured backgrounds, and much more. Chapter 15 describes how to work on Word files or Web pages from within either the Internet Explorer or Word 97.

Part IV teaches you how to automate mailing lists and bring data into Word from outside databases. In Chapter 16, you learn how to use Word's built-in database features or link Word to data files stored on disk, in a network server, or on the mainframe. Chapter 17 describes how to use that data to create form letters, envelopes, and labels. You will also learn how to use Word to send e-mail and faxes.

Part V describes the many special features that make Word the industry's most powerful word processor. Chapters 18 and 19 will teach you about tables, spreadsheet-like grids that help you organize text, lists, numbers, and even graphics. In Chapter 20, you learn how to use bullets and numbering to organize thoughts into easily-read lists. If you want your thoughts to be well-organized, read Chapter 21's discussion of Word's excellent outlining features. Other chapters such as 22 through 24 describe how to automate your documents with field codes and build forms that make data easy to enter.

If you want to use Word to create newsletters and do other desktop publishing, Part VI describes how to use Word's built-in drawing tools and how to import graphics created in drawing programs. Chapter 25 shows you how easy it is to insert pictures from other programs or from one of the clip art collections. Chapter 26 shows you how to frame text or graphics so that you can make anything moveable on-screen. With frames, you can drag items anywhere on the page and the text wraps around it. Word even comes with its own drawing tools as described in Chapter 27, so creating graphics in Word is very convenient. Chapters 28 and 29 describe two of the programs included with Word: WordArt 3.0 and Microsoft Graph 97. These programs enable you to create fancy titles and banners, or build charts like those created by a program such as Excel.

If you write contracts, build large manuals, print a book with many chapters, or work with theses or formal term papers, you should turn to Part VII. You can make the contents of your documents easier to find if you use the indexing, table of contents, and cross-referencing features described in Chapters 31 and 33. Chapter 34 shows you how to build large documents, like books, from smaller chapter-sized documents. And since all good writing involves editing and tracking changes, Word's revision features, in Chapter 32, will help you track changes and edits and see who made them.

Part VIII shows you the advantage Word has when working with other applications in the Windows environment. Chapters 35 and 36 show you how to use Word with other applications and work with groups of people over a network—two very essential tasks in the workplace. You can copy and paste, link, or embed data between Windows applications. You also learn how to work in a group of people that share documents. Chapter 36 also presents an overview of sending faxes and e-mail from within Word.

Even if you don't know how to program, Part IX shows you how to customize Word to work the way you want and look the way you prefer. If you want to customize how Word works or looks to match the way you prefer to work, look to Chapter 37. Chapter 38 describes how to customize Word's features using the Tools, Options command. In addition, it shows you how easy it is to reorganize Word's menus, add new commands to toolbars, and add shortcut keys to cut down on your work. Chapter 39 describes how to automate Word and add new features through the use of the Visual Basic for Applications, a powerful programming language.

Conventions Used in This Book

Conventions used in this book have been established to help you learn how to use the program quickly and easily. As much as possible, the conventions correspond with those used in the Word documentation.

Letters pressed to activate menus, choose commands in menus, and select options in dialog boxes are underlined: File, Open. Names of dialog boxes are written with initial capital letters, as the name appears on-screen. Messages that appear on-screen are printed in a special font: Document 1. New terms are introduced in italic type.

Two different types of key combinations are used with this program. For combinations joined with a comma (Alt, F), you press and release the first key and then press and release the second key. If a combination is joined with a plus sign (Alt+F), you press and hold the first key while you press the second key.

An icon is used throughout this book to mark features new to Word 97.

The code continuation character is used to indicate that a breaking code line should be typed as one line. Here's an example:

  ToolsOptionsSave .CreateBackup = 0, .FastSaves = 1, .SummaryPrompt = 0, .GlobalDotPrompt = 0, .NativePictureFormat = 0, .EmbedFonts = 0, .FormsData = 0, .AutoSave = 0, .SaveInterval = "", .Password = "", .WritePassword = "", .RecommendReadOnly = 0


Even though the preceding example runs across six lines, the code continuation character tells you that the code fragment should be typed as one line. The code continuation character is your cue to continue typing a code fragment as one long line.

You find four other visual aids that help you on your Word 97 journey: Notes, Tips, On the Web, Cautions, Troubleshooting, and Cross-references.


This paragraph format indicates additional information that may help you avoid problems or that should be considered in using the described features.


This paragraph format suggests easier or alternative methods of executing a procedure.

Throughout this book you will find Internet references that point you to World Wide Web addresses or online addresses where you can find additional information about topics. Internet references look like this:

On the Web

For online support from Microsoft, visit the following World Wide Web site:



This paragraph format warns the reader of hazardous procedures (for example, activities that delete files).

Troubleshooting Tip

This paragraph format advises on how to find solutions to common problems. Specific problems you may encounter are shown in italic. Possible solutions appear in the paragraph(s) following the problem.

Special Edition Using Microsoft Word 97 uses cross-references to help you access related information in other parts of the book. Right-facing triangles point you to related information in other chapters.

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